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Executive Assistant

3 months ago

Wolfville, Canada Devour! The Food Film Fest Full time

Join the team at Devour The Food Film Fest as an Executive Assistant. This annual, full-time position involves working closely with the Executive Management Team supporting various aspects of the organization as they curate the annual festival program and manage an increasing array of fundraising, programming and future Studios management initiatives. This role offers a chance to gain valuable experience in event management within a dynamic and expanding environment, particularly in sponsorship and fundraising fulfillment.

**Key Areas of Responsibility**:
**Day-to-Day Operations
- **provide administrative support to the Management Team as all annual Festival & Studios programming, fundraising and events are developed:

- Booking meetings and managing calendars
- Coordination of Festival & Studios activities in liaison with event managers
- Program scheduling and logistics
- Be available during the flagship festival to assist management and the team on the successful execution of event

**Sponsorship Support & Fulfillment
- **provide administrative support to the Management Team as they finalize all partners, sponsors and donors for the flagship Festival & the Studios:

- schedule meetings
- maintain sales & sponsorship database
- prepare proposals and finalize all contracts with client signatures
- provide regular invoicing information to the accountant to ensure timely delivery of revenue
- manage all sponsorship fulfillment by maintaining accurate files and records to ensure that specific details of sponsorship agreements are fulfilled at event time, including logo & ad placement online, in print and at the event, sponsor ads and roll call on screen, signage placement at all events, registration and ticketing

**Board Support**:

- provide administrative support to the Board:

- coordinate and schedule board meetings, including sending out meeting invitations and reminders
- prepare meeting agendas with the Chair and distribute materials such as reports, presentations, and documents to board members in advance
- take meeting minutes accurately and timely during board meetings and distribute approved minutes afterward
- maintain an organized and up-to-date electronic filing system for board-related documents, including contracts, minutes, and legal documents

**Fundraising Support
- **provide administrative support to the Management Team, the Board and the Capital Campaign Committee for Devour Studios:

- maintain and update all information in the fundraising databases
- schedule meetings and follow-up as required, ensure management has all materials they need for their pitches
- support the development of fundraising and stewardship communications
- monitor and evaluate annual fundraising performance while tracking progress towards goals and adjusting strategies as needed to optimize outcomes
- provide personalized and attentive stewardship to donors; acknowledging contributions and expressing gratitude and keeping them informed about the impact of their support
- support fundraising events on the ground as they develop

**Qualifications**:

- Dependable, professional and personable
- Computer skills and proficiency across several programs - Excel, Word, Google Docs, PowerPoint, etc.
- Must be outgoing, positive and assertive and have strong communication skills
- Must have excellent organizational skills and attention to detail
- Time management skills - the ability to balance a wide range of work environments, from working remotely on one’s own to high-pressure event management with a dedicated team of professionals
- **Strong preference will be given to applicants who are recent graduates who have completed a post-secondary program that is defined as a degree or diploma-granting program within 12 months.**

**Salary**: From $38,500.00 per year

**Benefits**:

- Flexible schedule
- On-site parking
- Paid time off

Schedule:

- Monday to Friday
- Overtime

**Education**:

- Secondary School (preferred)

Work Location: Hybrid remote in Wolfville, NS B4P1C4

Application deadline: 2024-04-12
Expected start date: 2024-05-21